Working with subject matter experts (SMEs) is an important part of your role as an instructional designer. This can be daunting sometimes. Every SME is different and some working relationships are easier than others. But there are approaches you can take to make sure it’s a productive relationship for both you and the SME.
What is a Subject Matter Expert (SME)?
You’ve just been asked to design an eLearning course about food health & safety, which will be rolled out to the staff of a popular restaurant chain. It is essential that the course is relevant, up to date and accurate. It will be compulsory compliance training that all employees will do. Where do you begin?
As an instructional designer, you may sometimes take on the role of writing content. However, for many of your projects you will need to work alongside SMEs who are qualified and very knowledgeable on the topic. They will most likely provide you with the course content at the start, and work with you throughout the eLearning development.
It is the SME’s role to provide the content, guide you and check that your course is accurate. They should also check that you are presenting the content in a way that makes sense and is suitable for the audience. They will take an active role in reviewing and providing feedback on the course.
The process of working with subject matter experts
The first meeting
Normally, you will meet the SME at the start of the project. At this stage you can introduce yourself and your role. This is a great time to build up a friendly relationship. Let them know that you are looking forward to working on the project with them, and how they can contact you. Communication is the top skill for working well with SMEs.
It’s not a guarantee that the SME has worked with an instructional designer before, and it might be their first time writing a training course. To help the SME, you can explain the typical process and what is involved at each stage. They might be eager to get started or a bit unsure of what is expected of them. So the first meeting is a great time to chat about this.
Finding out the details of the project
Sometimes the person managing the project on the client side is the SME. But often, different stakeholders will manage the project, provide the content and review the eLearning course. Some things to discuss in the first meeting might only seem relevant to the project manager, but they will also involve the SME as they often impact them. These include:
- What is the aim of the project?
- What is the scope of the project? (Will it include video or animation, gamification or be completely bespoke? Will there be an assessment?)
- What type of eLearning is needed? (For example, video, rapid eLearning, interactive online course, a blended course?)
- Who will be doing the course? (information about the learners)
- How long will the course be?
- What are the timeframes for development?
- How will the training be delivered? (For example, as part of a blended programme, on an LMS?)
Working with subject matter experts to develop content
While the SME usually sources or writes the content, you, as the instructional designer will be responsible for reviewing and storyboarding it. You can bring in your instructional design knowledge here to check:
- Are the learning outcomes specific, attainable and measurable?
- Does the content meet the learning outcomes?
- Do you require the SME to provide more examples or to collaborate on writing a scenario or script for a video or animation?
Remember, it’s important to keep the SME informed and not to make changes to the content without discussing it first. There may be a few drafts of the content before reaching final sign-off. It is wise to spend time on this stage of the process, as it is easier to make changes to the content now than later on when the course is built!
Designing and building the eLearning course
Next, you can start storyboarding the content. You will decide how to present the content to engage the learners and to help them understand it. This might include visuals, interactive activities, animations, knowledge checks and so on. The SME will review it. It might be the first time the SME has seen a storyboard. If so, set up a call to chat about it first and to let them know what to check during the review stage. The SME will bring in their expertise here of the subject and topic, and ensure that the course is presenting information in a way that makes sense and is accurate.
The SME plays a role at every stage. When the eLearning is built, the SME will review it again. The SME will then sign off on the finished eLearning course. As the SME was involved at every stage of the process, you can have peace of mind that the eLearning course is high quality and technically correct. By bringing in their expertise of the topic and your expertise in eLearning design, you will have created an effective, relevant and meaningful eLearning course for the organisation and the learners.
Top tips for working with subject matter experts
Making decisions
Working with a SME is a collaborative process. You may work with a number of SMEs, each an expert in their own field. The SMEs, the other stakeholders involved and you as the instructional designer will all want to give your input into making important decisions. If ‘too many cooks spoil the broth’ how do you acknowledge everyone’s opinion?
- When communicating your point of view on an instructional design decision, explain the rationale behind it. Discuss best practice in eLearning with the SME.
- Follow the 80/20 principle: spend 80% of the time listening to the SME or other stakeholders in order to fully understand their point of view. There is most likely a good reason behind a decision.
- Value each other as an expert in their own field. This includes you as the expert in instructional design, and the SME as the expert on the topic.
- Draw on each other’s strengths and consult each other’s opinion.
Communication
It can be challenging for instructional designers to make sure everyone is on the same page, especially when there are a lot of SMEs and other stakeholders involved. Some people are better communicators than others, but it is a skill everyone can learn. To communicate well with SMEs, you could follow these tips:
- Set up regular calls.
- Respond to emails: even if you don’t have the answer, send a quick reply to say you will find out and get back to them soon.
- Don’t jump to conclusions: if the SME has left feedback that isn’t very clear or if they have sent you a request that you don’t understand try to get more clarification from them before taking action.
- Send follow-up emails: if you haven’t heard from your SME in a while, send a quick email to reach out to them.
- Don’t take it personally: SMEs will give feedback, so try to take it constructively in order to build the eLearning course that they want.
- Look for solutions: rather than focusing on the problems and challenges, try to bring a fresh perspective to discussions, offer alternatives and find solutions to issues.
Building a positive working relationship with your SME will be an invaluable asset for creating great eLearning courses now and on future projects.
